Reference: 110700342
Location: London, UK
Duration: Three years
Closing Date: 30 Aug 2011
General information
The General Services Section (GSS) is part of Corporate Services Division and provides accommodation, property services and the full range of office services. The team comprises of 13 officers responsible for looking after the Secretariat’s two office buildings in central London occupied by some 300 staff, together with the Secretary-General’s official residence. It plays a key role in the effective running of the Secretariat.
Job summary
The Property Administrator works as part of the GSS team and will be responsible for providing effective property administration to support the Head of Property Services, the Deputy Head and the team in the provision of efficient, high quality facilities services for the effective running of the Secretariat. Responsibilities include:
General Administration
- Arranging meetings as required. Ensuring supporting documentation is available for meetings in advance and updating said documentation as required
- Escalating general issues to Head or Deputy Head of Property Services for resolution
Property Administration
- In association with section colleagues, ensure the smooth operation of the GSS Helpdesk
- Escalate arising Helpdesk issues to the Head or Deputy Head of Property Services as appropriate
- Assisting with all space moves and changes tasks and larger projects
- Assisting in the development of the Commonwealth Secretariat’s property asset register
- Assisting in reviewing of the sections property leases and identifying actions and responsibilities
- Setting up and maintaining a database which logs and identifies; historic, current and planned activity relating to corrective actions arising from lease obligations
- Responsible for the review and updating of the GSS intranet pages
Health & Safety
- Ensuring that all new starters to the Commonwealth Secretariat receive a Display Screen Risk Assessment. Log and follow to conclusion all resulting corrective actions.
- Maintaining and updating all records relating to the effective management of the above
Financial Administration - Uses CODA (the Commonwealth Secretariat accounting system) to process payments, maintain documentation and monitor expenditure as necessary in liaison with the rest of section colleagues
- Processing and recording all insurance claims for London based staff
Undertake other duties assigned by the Head of Property Services that may reasonably expected to come within the remit of the role.
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